Preferred or Chosen Name, Gender Identity, and Pronoun Change
The University of Southern Indiana recognizes the need or preference for members of the University community to refer to themselves by a first name other than their legal first name. Gender identity and pronoun may also be indicated. By allowing individuals to use their preferred or chosen name across university platforms (except whereby legal names are required by law or official university policy), the University seeks to serve and include those who may prefer the following:
- A middle name;
- An anglicized name;
- A nickname;
- A name in which the individual is in the process of legally changing;
- A name that better represents an individual’s gender identity; or
- A stage or performance name.
Except for when the use of an individual’s legal name is required by law or policy, individuals will be identified throughout all university systems, databases, and documentation by the preferred or chosen name they have designated in accordance with this policy.
Please note that a preferred or chosen name is considered "Directory Information" and may be released (when appropriate) without the expressed written permission of the student. The university is not able to ensure that preferred or chosen name, gender identity, or pronoun will be used by all members of the USI community.
Procedure and Terms
Individuals will be allowed name changes at any time during the year. Preferred or chosen names are limited to alphabetical characters and hyphens only. At any time, individuals may revert to using their legal name. Name and identity changes may not appear for up to 24 hours.
By electing to use a preferred or chosen name, individuals are electing to have their name changed in all locations listed within the policy. Selection of individual name change locations will not be permitted.
PREFERRED or CHOSEN NAME, GENDER IDENTITY, and PRONOUN REQUEST FORM
For students, preferred or chosen name change requests will be reviewed by the Registrar’s Office prior to approval and implementation. For employees, preferred or chosen name change requests will be reviewed by the Office of Human Resources. For alumni, friends and donors of the university, preferred or chosen name change requests will be reviewed by University Foundation Office. Once a name change is approved, the individual and the university entities affected will be notified. It may take up to 24 hours for name changes to appear.
Students may submit an appeal for a denied request to the Registrar’s Office, and employees may submit an appeal for a denied request to Human Resources. Alumni, friends and donors of the university may submit an appeal to the USI Foundation office.
Any requests outside of these terms must be approved at the discretion of the University Registrar or Human Resources Executive Director.
Refer to the full Preferred or Chosen Name, Gender Identity, and Pronoun Policy for additional information.
The policy may be modified, changed, altered, or rescinded at the discretion of the university.
NOTE: if you have completed a legal name change with the Social Security Administration, please refer to the Change Legal Name page for information on changing the name on your permanent academic record.
Except for when the use of an individual’s legal name is required by law or policy, individuals will be identified throughout all university systems, databases, and documentation by the preferred or chosen name they have designated in accordance with this policy.
| University Records Where Preferred or Chosen Name, Gender Identity, and Pronoun is Used | University Records Where Legal Name, and Legal Sex is Used |
| University ID/Eagle Access Card | Legal documents prepared by the University |
| University Directory | Student Accounts and Bursar records |
| Official Student Email Display Name | Financial Aid and Scholarship documentation |
| Official Employee Email Display Name | Enrollment inquiries such as verification requests and official academic transcripts |
| Rosters (to include both academic rosters and Housing and Residence Life rosters) | International Student Visas and residency documents |
| Blackboard | Records required by licensure agencies |
| Maxient | Employment, payroll, and benefits documentation |
| Advisor Track/Advisee Lists, Notes, and Documentation | University Health Center Operations |
| Dean’s List | Alumni tax receipts and gift agreements |
| Diplomas and Commencement Programs | |
| Library Records |
Please note that a preferred or chosen name is considered "Directory Information" and may be released (when appropriate) without the expressed written permission of the student. The university is not able to ensure that preferred or chosen name, gender identity, or pronoun will be used by all members of the USI community.
Definitions
Preferred or Chosen Name: A preferred or chosen name is defined as an alternative to the individual’s legal name as designated in university systems. This is a name the individual prefers to be used within the USI community.
Legal Name: A legal name is used for official government documents, such as licenses, passports, and tax forms. This is the name that is officially recorded in university systems and documents and can only be changed by USI following submission of appropriate legal documentation. Legal names will be used where there is a university business or legal need.